Educating Customers Simplified Acquisition Process Russellyn Rogers

2 Overview of PIP Presentation Providing information to customers on procedures involved in processing Purchase Orders. – Definitions – Policies – Procedures – Supplemental Information

3 Purpose of Simplified Acquisitions According to FAR Part , the purpose of Simplified Acquisitions is to: – Reduce administrative costs – Promote efficiency and economy in contracting – Improve opportunities for small businesses 8(a) Small Disadvantaged Woman-Owned

4 Dollar Thresholds Simplified Acquisition Threshold – Actions up to $100,000 (FAR 2.101) Exceptions: – GSA Schedule – Up to $5M – Commercial Items – Up to $5M

5 Purchase Request Packages Committed PR through the SAP review and approval process Statement of Work (SOW) shall include the following: – Work to be performed – Location of work – Period of performance – Deliverable schedule – Applicable performance standards – Any special requirements (e.g., security clearances, travel, special knowledge)

6 PR Packages Cont’d Suggested Source(s) – Name, Address (no P.O. boxes), Cage Code, Telephone and Fax Numbers If Competitive – 2 or more sources – Competitive evaluation factors If Only One Source Available – Justification for sole source determining only one source is deemed reasonably available.

7 Sole Source Acquisitions The Justification for Sole Source shall: – Identify product/service – Identify purpose/features – Describe market research – Discuss why there is only one source – Identify benefits to the government – Identify the source & indicate the business size

8 Procurements on GSA Schedule Do not need to be synopsized Competed among 2 or more GSA schedule holders Purchases can be made up to $5M

9 Methods of Awarding Purchase Orders (POs) ($2,501 to $25,000) No synopsis required 2 Mechanisms for Award – Competitive Competed among 2 or more GSA Vendors. Competed among 2 or more Open Market Vendors. Competed amongst a mix of GSA & Open Market Vendors – Sole Source Valid Justification for Sole Source

10 Methods of Awarding Purchase Orders (POs) (Over $25,000) A synopsis is required for all actions over $25K ( FAR 5.101) Exceptions – GSA Awards – 8(a) Awards Synopsis posted for a minimum of 15 calendar days. All requirements over $100K must be sent through the Industry Assistance Office.

11 Types of Synopsis Regular Synopsis – Used for commercial and non-commercial requirements – Presolicitation notice posted for 15 days – Synopsis posted to for 15 days – Offerors are given an opportunity to submit quotations Combo Solicitation/Synopsis – Used only for commercial items (FAR ) – Synopsis posted to for 15 days – After 15 days, quotations are received and evaluated, and award can be made

12 Information Contained in a Synopsis If Synopsis is Sole Source – Contracting officers may solicit from one source if only one responsible source is reasonably available – Identifies requirement – Identifies why the contractor was chosen

13 Information Contained in a Synopsis (Cont’d) If Synopsis is Competitive – Must include enough information to permit offerors to develop quotations or offers. – Identifies requirement & due date of quotation – Selection is based on best overall value to the Government

14 Representations and Certifications Representations & Certifications must be completed by the vendor for all PRs over $10,000. – In accordance with FAR , prospective contractors shall complete electronic annual representations and certifications at

15 Technical Evaluation Upon receipt of quotations, the technical representative will be contacted to complete a technical evaluation – Reviews quotations submitted by offerors – Determines whether or not the quotations meet the Government requirements – Response is required within 1 week

16 Time Schedules for Award (Under $25,000) Complete PR package – 14 business days for quotes plus 3 to 5 business days Incomplete PR package – Depends on missing information: – Cage Code – 1 to 6 weeks – JSSP, POP, SOW, Reps & Certs (over $10K) - - from the time the technical representative provides the missing information, plus 3 to 5 business days (assuming quotes already received)

17 Ratification – After the Fact Purchases In accordance with FAR ; NFS Ratifications, regardless of dollar amount, require special approval and must be submitted through the initiator’s Director of or comparable official, and approved by the Procurement Officer and must: – Identify the individual who made the unauthorized commitment – Include the actual purchase date – Explain why normal acquisition procedures were not followed

18 RATIFICATIONS (cont’d) -Explain why the vendor was selected and list other sources considered -Describe the work and state the agreed price; cite invoice number, date and amount. -State the date(s) supplies/services were accepted -State funds were available when the unauthorized commitment was made. -Describe measures taken to prevent a recurrence

19 Recommendations Early communication and assistance with planning requirements Educate customers on using 8(a) companies Provide information to customers through meetings and presentations Post information on Simplified Acquisitions Webpage Encourage customers to track the progress of their requirements